HomeMy WebLinkAbout08-01-13CITY OF OCOEE
MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD
REGULAR MEETING HELD AUGUST 1, 2013
CALL TO ORDER
Chairman Hopkins called the meeting to order at 7:02 p.m. in Room 109 of City Hall, 150
North Lakeshore Drive. Following a moment of personal reflection and the Pledge of
Allegiance to the Flag, a quorum was declared present.
PRESENT: Chairman Hopkins, Chair -Elect Dawkins, and Members Boudokhane,
Calloway, Cornell, Curry, Freeman, and King
ALSO PRESENT: Commissioner Keller, Assistant Support Services Director Gaines, Staff -
Liaison Wright, and Recording Clerk Turner
ABSENT: Past - Chairman Maxwell (A /E), Members Foster (A /U), McKenzie (A /E) Pierce
(A /E), Turner (A /U)
BUSINESS FOR DISCUSSION
APPROVAL OF MINUTES
July 8, 2013
Minutes of the July 8 2013 meeting were accepted with a modification.
BUDGET REPORT
Staff - Liaison Wright informed the board that the HRDB account balance is $8,803.31.
NAMETAGS AND BUSINESS CARDS
Staff - Liaison Wright presented the board with three nametag samples. The samples
were provided by Trophies Unlimited in Winter Garden, and included one white and
two gold; the samples ranged in price from $7 to $8. Board discussion ensued regarding
the nametags, and the board preferred the white nametag. Chairman Hopkins asked
that Staff - Liaison Wright contact Ocoee vendors and present options for purchase at
the September meeting. Member Calloway suggested she contact promotional items
vendor, Randy.
FIESTA DE COLORES
Staff- Liaison Wright presented the board with the 4th Annual Fiesta de Colores outline
(Exhibit A). The outline summarized the progress status of the event planning. She
informed the board that former radio sponsor, La Jefa, is under new ownership, and is
now operating under the name La Fiera. As the radio station has not signed the
contract, she suggested the board move forward with hiring a different disc jockey
(DJ). She continued by saying that last year the radio station provided a bilingual DJ
and live bands, and should La Fiera decide to provide live entertainment, the board
can choose to allow banner placement. She also suggested budgeting $500 for a
bilingual DJ.
Member Cornell seconded by Member Boudokhane moved to set aside $500 for a
bilingual DJ for the Fiesta de Colores event. Motion passed unanimously.
Member Calloway suggested contacting former HRDB member Derek Persad, as he is a
bilingual DJ. He volunteered to contact Mr. Persad to see if he is interested in being the
Human Relations Diversity Board Minutes
August 1, 2013
Page 2 of 4
DJ for Fiesta de Colores. Staff - Liaison Wright informed the board that Mr. Persad is
interested in setting up a table at the event to provide flu shots; however, the logistics in
doing this are still being worked out. She continued by saying that Mr. Persad
volunteered to display the Fiesta de Colores poster at three Walgreens locations.
Staff - Liaison Wright asked for volunteers for the pinata event. Member Curry suggested
creating a pulley -type system. Staff - Liaison Wright asked that the volunteers decide
what materials are needed so that she may purchase them. Member Curry suggested
using clothesline rope to create a pulley system. Board discussion ensued regarding the
age limit for the pinata event. Board consensus was to set the age limit to children 10-
years and younger, and to divide the children into groups: 3 -6 years old, and 7 -10 years
old. Member Cornell suggested using stakes and rope to form a line to maintain order.
Chairman Hopkins suggested painting a circle on the ground and having the children
stand outside of the circle. Once the pinata is broken and the candy falls, it then
becomes a free - for -all. Member Curry suggested handing out tickets to the children.
The board consensus was to paint a circle on the ground and hand out tickets to the
children. The following members volunteered to staff the pinata event: Chair -Elect
Dawkins, Members Boudokhane, Curry, King, and Freeman.
Staff - Liaison Wright asked the board members if they have procured any door prizes.
Member Calloway stated he will provide four, $25 gift certificates to Publix. Staff - Liaison
Wright stated that former HRDB member Rose -Nancy Joseph, found some door prizes
from last year's event in her vehicle. She continued by saying that some of the gift
certificates are expired or will soon expire, and asked that board members contact the
businesses to see if they will update them or offer new ones. Member Boudokhane
volunteered to contact Ocoee Caf6, and Member Freeman volunteered to contact
the remainder of the vendors. Chairman Hopkins suggested members contact local
businesses for tangible items. Board consensus was to hold a 50/50 raffle as well.
Staff- Liaison Wright informed the board that the Fiesta de Colores postcards will be
ready by Monday. She will inform the board when the postcards arrive so that members
can stop by City Hall and pick them up.
Chairman Hopkins informed the board that she contacted Manheim Orlando Auto
Auction for the use of their mister -type device, and they are allowing the board to
borrow it for the event. She continued by saying that she will provide an update at the
September meeting.
Board discussion ensued regarding renting a pop -up tent with panels for the DJ. Staff -
Liaison Wright explained that once a DJ is selected, she will check to see if they require
one.
Board discussion ensued regarding entertainment, and Member Curry stated that he
will make contact with a Latin band to see if they are willing to perform.
Chairman Hopkins suggested having the Parade of Flags at the event, and Member
Calloway agreed to contact the Ocoee Police Explorers to see if they will volunteer.
Human Relations Diversity Board Minutes
August 1, 2013
Page 3 of 4
Staff- Liaison Wright presented the board with the updated 2013 Fiesta de Colores
Application list (Exhibit B). Chair -Elect Dawkins asked that the HRDB's tri -fold board be
displayed at the board's booth. Staff - Liaison Wright stated that she has not been able
to locate the board, but she will continue searching for it. Member Cornell asked for last
year's application list so that she may contact the vendors to see if they would like to
participate again this year. Staff- Liaison Wright said she would e -mail the list to her.
PROMOTIONAL ITEMS COMMITTEE REPORT
Staff - Liaison Wright explained to the board that the pricing for the promotional items
selected for purchase at the August meeting is incorrect. She suggested the board
select one or two items from the list. After board discussion ensued, it was decided to
purchase cloth -type bags and use City - purchased promotional items to add to the
bags. Staff - Liaison Wright and Member Cornell stated that an order of 500 cloth -type
bags with black imprint will cost .92 cents per piece. Board discussion ensued regarding
the colors of the bags.
Member Calloway, seconded by Chair -Elect Dawkins, moved to purchase 500 cloth -
type khaki bags with the HRDB logo for Fiesta de Colores. Motion passed unanimously.
Chairman Hopkins asked about the status of the business cards. Staff - Liaison Wright
stated they have been ordered and should be here in approximately seven to ten
days.
FOUNDERS' DAY COMMITTEE REPORT
None
MLK UNITY PARADE AND CELEBRATION
• Confirmations
Chairman Hopkins informed the board that Citrus Elementary School Principal, Delanie
Bender has been confirmed for Grand Marshal, and Allie Braswell has been confirmed
as Master of Ceremony. Staff - Liaison Wright stated that Chief Judge Belvin Perry has
been confirmed for Keynote Speaker. Staff - Liaison Wright presented the event flyer
designed by Trinity Tesler (Exhibit C). She continued by saying that Walgreens has been
confirmed for blood pressure and health screenings, and the West Oaks Mall has been
confirmed as well.
• Theme
Suggested themes: 1) Judging the Content of Character, 2) More to Be Done, 3) Judge
My Character.
Chairman Hopkins asked the board to think of themes and be prepared to discuss
them at the September meeting.
Chairman Hopkins asked about the status of the marching bands. Chair -Elect Dawkins
informed the board that she and Member Calloway are to contact Wekiva and Evans
High School Bands, and Past - Chairman Maxwell is to contact the West Orange High
School Band. After board discussion, it was decided to give the Ocoee High School
Band preferential choice for the parade line -up.
Human Relations Diversity Board Minutes
August 1, 2013
Page 4 of 4
Staff - Liaison Wright asked for board consensus to post the MLK Unity Parade and
Celebration flyer on the HRDB's webpage.
Member Calloway, seconded by Member Boudokhane, moved to post the MLK Unity
Parade and Celebration flyer on the HRDB webpage. Motion passed unanimously.
BLACK HISTORY MONTH ESSAY CONTEST
Chair -Elect Dawkins inquired about having refreshments at the Fiesta de Colores event
for members and volunteers. Member Calloway volunteered to provide water.
Chairman Hopkins asked if the winner of last year's essay contest, Katie Wise, has been
contacted to attend the MLK Parade and Celebration. Chair -Elect Dawkins stated that
Ms. Wise has confirmed.
QUESTIONS /COMMENTS
ADJOURN
Assistant Support Services Director Gaines informed the board that the September
meeting will be held at the Tom Ison Veterans /Senior Center on Adair Street as the
Commission will be using the conference room and chambers of City Hall for a public
hearing.
Chair -Elect Dawkins asked that Staff - Liaison Wright contact her once the business cards
arrive so that she may come and pick them up. Staff - Liaison Wright was asked to order
business cards for Member Curry. Staff - Liaison Wright stated that new members may
pick -up temporary business cards at the reception desk of City Hall. Chairman Hopkins
asked that board members wear their HRDB shirts to the Fiesta de Colores event. Board
discussion ensued regarding ordering shirts for new members, and it was decided that
new members will receive board shirts upon the completion of their probationary
period.
Member Cornell asked that the board be supplied with the updated Operating
Guidelines for Members and Membership Brochure. Chairman Hopkins stated she will
address the request.
NEXT AGENDA - September 5, 2013
Budget Report
Fiesta de Colores (Program of Events and Member Responsibility Review)
Nametags and Business Cards
Founders Day Committee Report
MLK Unity Parade and Celebration (Theme)
Black History Month Essay Contest
The meeting adjourned at 8:24 p.m.
i
Diana Turner, Recording Clerk Jennifer, Hopkins, Chairman
Exhibit A
4th Annual Fiesta de Colores Outline
Mayor Commissioners
_Clin l ]r 71 UIC� r i
City Manngar
4
fIorida
City of Ocoee Human Relations Diversity Board's
4 Annual Fiesta de Colores * Sat., September 14, 2013
UPDATED 8/1/13
Person
respon-
Date to be
Pre -event planning
sible
Action
completed
Sponsorships
HRDB
HRDB
Ongoing
Solicit sponsors
11 Update 2012 sponsorship letter and packet
❑ Mail, hand deliver to potential sponsors
Vendors /Food vendors
Joy Wright
Done
By end of
❑ Update 2012 vendor form
April
0 Mail vendor form and letter to 2012 vendors
❑ Special outreach to secure Latin food vendors
Joy Wright
Contacted
❑ Invite Hispanic food truck
Hispanic food
❑ Get Certificate of Liability Insurance from food vendors- ongoing as food
truck 5/3/13,
followed up
vendors submit their applications
7/2/13
Event flyer /web site
Trinity
By end of
❑ Update and finalize flyer —NEW postcard size — Draft completed 7/2/13
Tesler,
graphic
5,000 postcards
will be delivered
May
0 Post Fiesta de Colores info on city's homepage
designer
on 8/5/13
(2013 Fiesta de Colores info was posted on the "HRDB web page" in May)
Entertainment
` '
Joy Wright
Emailed
By end of
May
r] LaJefa WUNA 1480 — CHANGE .- ` .. — says they still want to
agreement to
sponsor, but have not returned signed agreement
Member
LaJefa 5/30/13
Singer confirmed
❑ National Anthem singer Confirmed 6/7/13 — Member Calloway
Calloway -
[I Request Winter Garden stage Confirmed 6/7/13
singer
4/30/13
Emailed signed
agreement to
❑ Finalize contract with Hispanic American Youth Group of Deltona
Re- confirmed 7/2/13
HAYGD 5/30/13
WG stage
❑ Book Magical Train Rides Corp. Confirmed 5/30/13
❑ Request use of bounce house from Parks and Rec Confirmed 6/26/13
requested
5/30/13
❑ Request Fire Dept. puppet show and fire truck - Confirmed 6/26/13
Train rides
❑Aunt Sallie Mae the Clown for face painting Confirmed 5/30/13
confirmed
❑ Request Ocoee Police Dept. PC Cruiser Confirmed 6/26/13
5/6/13
Emailed face
painting 5/30/13
Equipment
By end of
❑ Latin flags (16) — Order 3x5 Guatemala & Mexico — Flags ordered 6/26113
Joy Wright
Flag stand
May
❑ Flag stand — inspect for any damage, wear tear
inspected - good
5/3/13
(stand is stored in city's Jamela storage facility)
17 pole banners
❑ Request Public Works inspect Clarke Road pole banners for damage, reorder
good condition
banners if needed - Done
Requested
0 20'X 20' white tent - Nelson's Tent - Confirmed 6/14/13
quotes for tent,
orto -lets
❑ Porto -lets — United Management — Confirmed 7/2/13
5/30/13
❑ Mist tents —rent?
Joy Wright
Mist tent $150
❑ Pop up tent with side panels for DJ equipment
❑ Request tables and chairs from Parks and Rec
Pop up tent
(tables and chairs will be set up under the tent)
w /panels $151
❑ Pinatas, door prize tickets
Person
responsi
Date to be
Pre -event planning
ble
Action
completed
Joy
Emailed Mike
By end of
!/ideography /Photography
Wright
5/2/13
May
❑ Book Mike Bissett, videographer Confirmed 5/30/13
❑ Book Jennifer Roper, photographer Confirmed 5/30/13
Photog
confirmed
Joy
By end of
Publicity
Wright
June
❑ Fliers printed and ready to be distributed
5,000
❑11x17 posters printed in -house Public Works
postcards will
be back from
0 News releases
printer on
❑ Fiesta event program (distributed on event day Sept. 14)
8/5/13
❑ West Orange Times paid advertisement — run ad in Sept. 5 issue
❑ La Prensa newspaper paid advertisement — run ad in Sept.5 issue
News release
❑Sponsorship follow -ups
sent on July 22
[]Caribbean American Passport ad (Mr. Singh)
Joy
� ail d PW
By end of
Promotional Signage
Wright
June
❑ Order (3) outdoor signs for Bluford and Geneva /White & Clarke Rd.
Signs will be
Silver Star & Bluford
installed week
❑ Request Public Works Dept. post signs
of August 12
Lt. Brad
By end of
Ocoee Police Operations Plan
Dreasher
July
❑ Operations plan
❑ VMS boards for Bluford Ave.and Clarke Road posted on Sept. 5
J1 Road closure / Starke Lake boat dock
❑ OPD Color Guard for opening ceremony
/13 d PW
By end of
Fiesta de Colores Pole Banners for Clarke Road
Wri
Wright
7 /8
7/8/13
August
I .7 Banners hung on Clarke Rd to promote the Fiesta and Hispanic Heritage
Banners will be
Month - -Sept. 15- Oct.15
hung on August 2
Week of
Venue preparations
Joy will contact
event
Immediate
Parks and Rec,
❑Mark vendor spaces at Bill Breeze Park
Past Chair
Public Works,
❑ Stage walk- through with city electrician
Maxwell,
Members
Utilities to
coordinate
❑Spray for ants, cut grass
Calloway,
Boudokha
ne
Exhibit B
2013 Fiesta de Colores Applications List
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Exhibit C
MLK Unity Parade and Celebration Flyer
City of Ocoee' Human Relalions Diversity Board Invites You to Its
8th Annual
Dr. Martin Luther King, Jr.
Unity Parade and Celebration
Monday, January 20, 2014 at 10:00 a.m.
.Join our celehration after the parade at I I a.m. at West. Oaks Mall
Grand Marshal - Delaine Bender,
Principal of Citrus Elementary
Keynote Speaker:
Master of Ceremony — Allie Braswell, CEO, CkiefjudgeselvinPerry,Jz
CeIltral Florida Urban League Ninth Judicial Circuit Court of Florida
Keynote Speaker —
Chief Judge Belvin Perry, Jr.
Ninth .Judicial Circuit Court of Florida
G,ndtn ('tnnunwily ('hoir Performance
Blood Pressure and I Iealth Screcnintis
www.ocoee.org • 407- 905 -3100
t /1i
L�.
Parade begins at Citrus Eleanentaiy on Clarke Road and ends at the West Oaks Mall
If it rains, the MIX Parade Celebration and keynote speaker will take place inside of tae West Oaks Mall